Quality Manual Quality Assurance Manual Section 05 - Document and Data Control
| Section 05 - Document and Data Control |
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SCOPEThis section of the Quality Assurance Manual details the procedures for the control of all documents which support the Quality System. Such controls have been implemented to ensure the following:
R2 CONTENTS05.01 Control of the Quality Assurance Manual 05.01 Control of the Quality Assurance ManualSCOPEThis procedure details the methods used to control AVO New Zealand Quality Assurance Manual. 05.01.01The Quality Assurance Manual is prepared by the Quality Manager. AVO New Zealand operates a web-based quality assurance manual viewed under an appropriately-named navigation tab on the home page of the AVO New Zealand web site: http://www.avo.co.nz/. All staff of AVO New Zealand have ready access to computers and appropriate communication links to permit them to view the quality manual in the normal course of a working day. 05.01.02Each Section of the Quality Assurance Manual is identified by a unique number that references the one or two digit suffix of the corresponding ISO 9001 Standard e.g. Section 05 in the Quality Assurance Manual refers to Section 4.5 in the ISO 9001 Standard. 05.01.03Each Section of the Quality Assurance Manual is approved, prior to issue, on a paper-based format by both the General manager and the Quality Manager. This approval is shown and the document controlled by the signatures, in red, of both the General Manager and the Quality Manager on the first page of each Section before being posted to the web site. Appropriate Quality Manual documents are posted to the web site by the Web Master under instruction of the Quality Manager. All copies of the initial paper-based approved documents and amendments are placed in a Master Copy folder held by the Quality Manager. A red "Controlled Copy", plus facsimile signatures of the General Manager and the Quality Manager, and is stamped electronically on the first page of each Section of the web-based quality manual to indicate that it is a controlled copy of the Master Manual. The Quality Assurance Manual is issued in accordance with Section 02 of this Quality Assurance Manual. R2 05.01.04Any modifications/revisions to the Quality Assurance Manual are prepared, approved, and issued as in Clauses 05.01.01, 05.01.02 and 05.01.03 and recorded in the appropriate Section of the Master Document List held by the Quality Manager. The Quality Manager conducts a final check on all newly-posted pages to the web-based manual to ensure they are completely-correct facsimiles of the approved paper-based Master Copy. 05.01.05Identification of modifications/revisions is indicated in the Right Hand Margin, next to the modification/revision, according to the Revision Number at the bottom left of each Page. e.g. R1 In the event a procedure is completely re-written, re-written text is not identified in the margin but the word "Rewrite" appears after the Revision Number at the bottom left of each page. 05.01.06The current Revision Status of each Section of the Quality Assurance Manual appears at the bottom left hand corner of each Page. 05.01.07A Revision History of each Section of the Quality Assurance Manual appears in the Master Document List, held by the Quality Manager. 05.01.08Obsolete documents are removed from the system as follows:
05.02 Control of Process ProceduresSCOPEThis procedure details the methods used to control the Process Procedure Manuals of AVO New Zealand. 05.02.01Process Procedure Manuals are prepared by the Quality Manager with the assistance of the relevant Design Leader and the responsible Production Manager of that process. Process Procedures are maintained independently of the web-based Quality Manual. 05.02.02Each Process Procedure Manual is identified by a unique title as described in Section 02.02.02 of this Quality Assurance Manual. 05.02.03Each Process Procedure Manual is approved, prior to issue, by both the General Manager and the Quality Manager. On issue, this approval is shown and the document controlled by the signatures, in red, of both the General Manager and the Quality Manager, on the first page of the Master Copy (held by the relevant Production Manager) of each Process Procedure Manual. A controlled photocopy of each Process Procedure Manual is held by the Quality Manager in accordance with Section 02.02 of the Quality Assurance Manual. Control of the photocopied manuals is by a red "Controlled Copy" stamp on the first page of each manual. R2 05.02.04Any modifications/revisions to Procedures are prepared, approved and issued as in Clauses 05.02.01, 05.02.02 and 05.02.03 and noted in the appropriate Section of the Master Document List held by the Quality Manager. 05.02.05Identification of modifications/revisions is indicated in the Right Hand Margin, next to the modification/revision, according to the Revision Number at the bottom left of each Page. e.g. R1 In the event a procedure is completely re-written, re-written text is not identified in the margin, but the word "Rewrite" appears after the Revision Number at the bottom left of each page. 05.02.06The current Revision Status of each Procedure appears at the bottom left hand corner of each Page. 05.02.07A Revision History of each Process Procedure appears in the Master Document List, held by the Quality Manager. 05.02.08Obsolete documents are removed from the system as follows:
05.03 Control of Forms Related to the Quality SystemSCOPEThis procedure details the methods used to control all Forms related to AVO New Zealand Quality System. 05.03.01All Forms in current use by AVO New Zealand are controlled documents. 05.03.02A sample of each Form is held in a paper-based format by the Quality Manager in the Master Forms Folder. Control of these sample forms is by the signature, in red, of the Quality Manager on the reverse of each Form. Each Form's Revision Status is identified by the Revision Number and Date of Issue noted on the reverse of each controlled sample form. R2 05.03.03Distribution of Forms is via their posting in an appropriately-identified portion of the AVO New Zealand web-based quality manual section of the AVO New Zealand web site. R2 05.03.04Obsolete forms are removed from the system as follows:
05.04 Control of Industry Standards and SpecificationsSCOPEThis procedure details the methods used to control all Industry Standards and Specifications related to AVO New Zealand Quality System. 05.04.01Controlled Industry Standards and Specifications are as follows:
R2 05.04.02Controlled copies of all current Industry Standards and Specifications are distributed by the Quality Manager in accordance with the Master Distribution List and Standards/Specifications Tracking Form. 05.04.03Control of the Industry Standards and Specifications is by the signatures, in red ink, of the Quality Manager. Each Document is identified by the Issue Number and Date of Issue. All details pertaining to the control and identification of the Standard or Specification are recorded on an adhesive white label attached to the front of the publication. 05.04.04On receipt of a new edition, all previous editions are marked "Cancelled", in red ink, and removed from all points of use. One copy of the obsolete edition is archived in the Chch Office Library. 05.05 Control of Price BooksSCOPEThis procedure details the methods used to control all Price books related to the AVO New Zealand Quality System. 05.05.01All price books currently in use by AVO New Zealand are controlled documents. Each book is identical in essential content and contains an Index Section, NZD Trade Price Lists, Policy Documents, and Discount Schedules. 05.05.02Control and approval of the Index Section, prior to issue, is by the Quality Manager's signature in red on all pages of the Master Copy. All further copies for distribution are photocopies of the master pages, the front page of each copied revision is stamped "Controlled" in red.Control and approval of the Index Section, prior to issue, is by the Quality Manager's signature in red on all pages of the Master Copy. All further copies for distribution are photocopies of the master pages, the front page of each copied revision is stamped "Controlled" in red. 05.05.03Control of each pricelist is by the signature in red of the Quality Manager at the top right hand corner of a Master Copy. All further copies for distribution are photocopies of the master pages, the front page of each copied revision is stamped "Controlled" in red. 05.05.04The master pages of both the index and the pricelists, detailed in Sections 05.05.02 and 05.05.03 are placed in the Master Price book held by the Quality Manager. 05.05.05All pricelists in the price book are prepared by the relevant Product Manager or a designated Product Group Overseer and are double checked at the typing stage prior to copying for issue. 05.05.06A "working" uncontrolled copy of each pricelist master, the copy being taken immediately prior to the signature being placed upon it by the Quality Manager, is filed alphabetically in the Christchurch Office. This copy is used to prepare further copies for distribution to customers during sales enquiries. Upon preparation of a new list, the obsolete file copy is destroyed and replaced by the new list. 05.05.07Pricelists are copied in a single colour, white. 05.05.08All price book contents are uniquely identified by title and date. 05.05.09Obsolete pages are removed from the system as follows:
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